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Policy 170.72

Course Withdrawal

Owner: Senior Vice President and Chief Academic Officer

  1. Definitions

    1. Drop

      1. Students taking courses through UMGC are permitted to drop a course within the timeframe specified herein.

      2. A drop means that the course will not appear on the student's transcript, and the tuition and non-application fees will be fully refunded.

    2. Withdrawal

      1. After the drop period has passed, students taking courses through UMGC are permitted to withdraw from a course until 65 percent of the course has been completed.

      2. A withdrawal means that students will receive a "W" grade for the course and will be responsible for all fees and all or a portion of the tuition.

      3. Please refer to the withdrawal policies in Asia and Europe for specific information about the timeframe to withdraw from course offerings in the overseas divisions.

  2. Policy for Drop and Withdrawal

    1. Students must follow the applicable drop and withdrawal procedures and deadlines, which can be found on the undergraduate academic calendar and the graduate academic calendar.

    2. Only students themselves are permitted to execute a drop or withdrawal from one or more course. Students who do not withdraw within the stated deadlines and in accordance with this policy will receive the grade earned for that course and forfeit any tuition refund.

    3. Students receiving financial aid who plan to withdraw have the responsibility to follow UMGC's withdrawal procedures and should refer to UMGC Policy 220.60 – Federal Financial Aid Return of Funds Policy or contact their Financial Aid Office for more information. Please be advised that if a student receiving financial aid withdraws from a course, there may be financial penalties. To learn more about the Federal Return of Funds Policy, please visit the Return of Title IV Funds Information.

  3. Refunds for Drop and Withdrawal: The amount of tuition that students are refunded is based on the date of the drop or withdrawal.

    1. Drop

      1. Students who drop in accordance with the stated deadline will be allotted a full tuition and non-application fee refund.

      2. Students will be responsible for all fees and all or a portion of the tuition if they drop outside of the stated deadlines, as this would be considered a withdrawal.

    2. Withdrawal

      1. Students who withdraw after the drop period and before the end of the withdrawal period will be responsible for all fees and all or a portion of the tuition as set forth in the Tuition Refund Schedule.

      2. Students who withdraw from class and use military tuition assistance to pay for their classes may be responsible for a portion of the tuition depending upon what percentage of the course has been completed.

      3. For information regarding the return of tuition assistance, please refer to the Return of Tuition Assistance section of the Refunds webpage.

  4. Exceptions – Special Circumstances

    1. Generally: Students may request an exception to the drop or withdrawal refund deadlines outlined herein when special circumstances prevent compliance with the published deadlines. Please note: Exceptions to the Course Drop and Withdrawal and Refund Policy will not be granted based on the following circumstances because these issues have their own processes for resolution:

      1. Academic issues (e.g., dissatisfaction with grades, courses or instructor)

      2. Residency disputes (i.e. classified as "out-of-state" for tuition purposes)

      3. Readmission to UMGC

    2. Criteria: Students seeking an exception must show all of the following:

      1. A direct "cause and effect" relationship between the student's extenuating circumstances and the inability to meet drop deadlines or the student's inability to continue his/her course(s) (which would be considered a withdrawal);

      2. The extenuating circumstances were severe, not foreseeable and/or could not have been reasonably prevented during the time period in question; and

      3. Relevant documentation from an approved authority to support the student's claim.

    3. Process: Students must request exceptions to this policy by completing and submitting a Request for Exception Form for Exceptions to Course Drop and Withdrawal and Refund Policies. This form must be submitted with all supporting documentation within 90 days from the last day of the term during which the circumstance occurred. Failure to submit a Request for Exemption Form and supporting documentation within the required time frame will result in an automatic denial. Decisions on exceptions will be determined on a case-by-case basis.

    4. Appeals: Students whose requests for exceptions to this policy are denied may appeal the decision within 30 calendar days of the date on the denial letter. Appeals not submitted within 30 calendar days will not be considered. Appeals must be directed to Academic Operations. Students are not permitted to raise new issues that were not included in their original request. The appeal must include at least one of the following:

      1. A statement explaining why the denial was made in error; and/or

      2. The submission of new/additional information pertaining to the original request.

Original Policy Approval Date 4/13/15
Substantive Revision Dates 2/11/19
Technical Amendment Dates 4/17/20